RESTRICTED Appendix ‘A’ ORGANISATION CHART : GREF RECORD OFFICE OIC RECORDS CRO & CO LOCAL ADM GP FORCE ADM GP ER GP PEN & NE GP CENTRAL STATS ER1 COORD COORD FA1 COORD COORD CENTRAL DPC (P) DPC (C) ER2 ER3 REGISTRY FA2 FA2 DOCU EST MSL ACR ER4 ER5 FA3 FA4 ACRs & PEN docu ACCOUNTS POSTING MEDAL ER6 PT II FA5 LIB LIBRARY STY & LONG FORMS ROLL 278 RESTRICTED RESTRICTED Appendix “B” DETAILED FUNCTIONS OF GPS/SECTIONS/SUB SECTIONS 1. Local Adm Section (a) Central Coord (AR1) (i) Office Adm, Record Office Standing Orders, Routine Orders (ii) Security and fire precautions (iii) ACRs Officers, JCOs/Supvrs/OR posted to Record Office (iv) Compilation, editing, printing and distribution of Record Office Instructions (b) Est Sub Section (A1 &AR3G) (i) Compilation of data for working out authorised establishment of Record Office (ii) General Administration of Record Office staff. (iii) Publication of Part II Orders for the Record Office staff (iv) Maintenance of service documents Record Office staff (v) Submission of reports and returns for the Record Office staff (c) Accounts Sub Section (AR3G) (i) TA/DA claims (including advance for conceyance) (d) “Q” Sub Section (AR2) (i) Office equipment, building, furniture and clothing (ii) Typewriters and duplicators machines (iii) Accounting of stores and property issued from the Centre (e) Stationery, Forms and Regulations Sub Section (AR3) (i) Indenting, receipt and issue stationery and forms (ii) Maintenance of up-to-date library of books, regulations pamphlets and orders/instructions (iii) Cyclostyling work pertaining to Posting Orders and other circular letters and instructions. 279 RESTRICTED RESTRICTED Adm Group (a) Adm Coord (i) Coord work of all section of Adm Group (b) Manpower Section (FA 1) (v) Manpower policy and planning (vi) Class composition and recruitment (vii) Terms and conditions of service (c) Statistical Section (FA 1) (i) Maintenance of register of authorised and effective strength (ii) Statistics of intake, wastage (all causes) (iii) Checking of unit strength returns and observations thereon (iv) Re-direction of mail (v) Location of units and their moves (vi) Historical records (vii) Allocation of Army manpower to all GREF units. (d) Posting Section (FA 5) (i) Raising/re-organisation and disbandments (ii) Posting, turnover and ERE commitments (iii) Reinforcements (e) Promotion Section (FA 2, FA 3, FA 4) (i) Promotions, Confirmation (ii) Maintenance of seniority list (iii) Annual confidential reports GREF Subordinates (iv) Gazette notifications (f) Honors and Awards Section (AR 1) (i) Recommendations for meritorious service medals 280 RESTRICTED RESTRICTED (g) Disciplinary Section (AR 1) (i) Maintenance of Summary Court Martial Proceedings (ii) Schedule of convictions by court martial or civil courts (iii) Disciplinary cases of JCOs/Supvrs/OR (h) Casualty Section (Cas) (i) To maintain register of physical casualties and death register (ii) Maintenance of registers of personnel on DI/SI lists and regular progress of such cases (iii) Condolence messages (iv) List of missing personnel (v) Welfare of serving personnel (vi) Public relations (j) Medals Section (i) Medal claims. (ii) Receipt and distribution of medals. (iii) Accounting of medals. 3. Effective Records Group (ER) (a) Documentation Coord (i) Coordination of work of section of Documentation Group. (ii) Allotment of GS Numbers. (iii) Maintenance of Long Rolls of the entire Force Pers. (iv) Scrutiny of basic documents of recruits. (v) Maintenance of register of low medical category personnel–TB/Leprosy cases. (vi) Maintenance of register of absentees/deserters. (vii) Electoral Rolls and annual changes thereto. (viii) Maintenance of DO Part II Folders. (b) Documentation Section (s) (i) Maintenance and safe custody of Pers Dossier covers and documents contained therein. (ii) Maintenance and disposal of medical documents. (iii) Documentation and recording of entries from Part II Orders in service records. (iv) Observation on Part II Orders and finalization thereof. (v) Former service claims. 281 RESTRICTED RESTRICTED (vi) Permission for continuance in service. (vii) Unit nominal rolls. (viii) Regularisation of cases pertaining to documentation. (ix) Maintenance and final disposal of ghost sheets. (x) Maintenance of current files of Part II Orders. (xi) Restoration of forfeited service. (xii) Cases of change of date of birth/age and other amendments. 4. Non-Effective Records Group (NE) ` (a) NE Coord (i) Coord work of all section of NE Records Group. (b) Disbanded Units Record Section (j) Maintenance and safe custody of records of disbanded units. (ii) Upkeep of list of records maintained. (iii) Year-wise list of records due for destruction. (iv) Correspondences relating to outstanding cases of disbanded units. (c) Non effective Records Library (i) Maintenance of GREF personnel Dossiers in numerical order. (ii) Maintenance of Ledger of NE documents. (iii) Disposal of documents of Ex-GREF personnel re-employed. (iv) Issue of Certificate showing details of the service of other ranks to be used in substitution of all lost discharge certificate. (v) Preparation of particulars of non-effective pers whose service documents are to be destroyed. (vi) Maintenance of medical documents of non effective personnel. 282 RESTRICTED RESTRICTED The following individuals have been appointed as on ______________________ S/No GREF No Name Father’s Name Trade Caste TT held Advt No Gp for posting Remarks 1 2 3 4 5 6 7 8 9 10 RESTRICTED RESTRICTED 283 OIC (Rtg) for Commander Distribution Normal APPENDIX’C’ RESTRICTED RESTRICTED REGISTER FOR ALLOTMENT OF GREF NUMBER S/No GREF No Name Father’s Trade Date of Caste TT held Advertisement Gp Recruited by Remarks Name apptt 1 2 3 4 5 6 7 8 9 10 11 12 RESTRICTED RESTRICTED 284 OIC (Rtg) for Commander APPENDIX ‘D’ Distribution Normal RESTRICTED RESTRICTED Appendix “E” Appendix ‘A’ to HQ DGBR letter No. 69609/Pers-1/654/DGBR of 31 Dec 62 REPORT ON ACCIDENT AND SELF INFLICTED INJURIES (For General Reserve Engineer Force) __________________________________________________________________ 1. Declaration by the injured person I, GS No ……….hereby declare that the injury sustained by me ……….. did/did not occur while I was in the performance of bonafide GREF duty. Med Officer (Signature of the injured person) before whom the declaration is made. Station……... Date………. Station……... Date…………. __________________________________________________________________ 2. Nature, location and severity of injury. (Signature of the medical Offr) __________________________________________________________________ 3. Short statement of the circumstances of the case. (Signed statement of witnesses giving a detailed account of the accident must be attached to this form. Plan or sketch of place of accident and how it occurred incase MT accident-see instruction). __________________________________________________________________ 4. Commanding Officer’s Opinion:- (a) (i) Was the individual in the course of performance of an official task or a task the failure to do which would constitute an offence triable under the disciplinary code applicable to him (indicate the nature of the task, by whom it was ordered and when). (ii) Did the accident occurred during the journey or transport by a reasonable route under organised arrangements from the individual’s quarter to or back from an appointed place duty? (Attach copies or relevant orders) (iii) Was the individual participating in recreation organized or permitted by authorities. (Indicate the nature of recreation and copies of orders constituting such recreation to be attached. or (iv) Was the individual travelling either in a body or single under organised arrangements (Attach copy of the movement order or (v) Was the individual proceeding to his leave station or returning to duty from his leave station? In either case, was the journey at public expense or at the individual’s own expense? 285 RESTRICTED RESTRICTED (Give :- 1. the dates of commencement and termination of the period of leave. 2. the name of the leave station ;and. 3. particulars of the direct route from the place of duty to or from the leave station) (b) as the accident due wholly/partially to :- (i) serious negligence and or (ii) misconduct of the individual? (Indicate the nature of the serious negligence or misconduct and the grounds on which the opinion is based) (c) Was any one else to blame for the accident? (If so, indicate how and to what extent) (d) Was the individual under the influence of intoxication drink or drug at the time? (e) Has any Court of Inquiry been held or will be held? (If so, indicate the date and the place of the inquiry) Station: Date: (Signature of OC Unit) 5. DECISION OF THE CHIEF ENGINEER/INDEPENDENT TASK FORCE (PROJECT) The injury/injuries is/are attributable to GREF Service. Station: Date: (Signature of Chief Engineer/ Comdr Indep Task Force/Comdt GREF Centre) (Strike out whichever is not possible) 286 RESTRICTED RESTRICTED INSTRUCTIONS 1. This form will be prepared for minor injuries and moderately severe injuries only. 2. This form will not be prepared for fatal injuries or severe injuries for which compensation under workmen’s compensation Act become payable. 3. This form will be completed and disposed off as follows:- (a) will be prepared in duplicate, except as otherwise stated in para 4 below. (b) After opinion of CE/Indep Task Force Comdr/Comdr Projects has been endorsed one copy will be retained by the unit and the other forwarded to the Officer-in-charge GREF Records for record. 4. Full statement are to be taken by an officer from the witnesses of the accident. These statements will be signed by the witness making them and by the officer who takes then and will be attached with the accident report form, where it is intended to take disciplinary action, Accident Report form will be made in triplicate and the duplicate retained together with a copy of the statement for use in lieu of a summary of evidence. 5. Where it is possible to obtain it, a statement from the injured person will also be forwarded. This, however, will not be used as evidence against him in a subsequent disciplinary proceedings.